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Administrative Assistant (Safford, AZ)

Position Details

Position Information

Title Administrative Assistant (Safford, AZ)
Department Large Binocular Telescope Obs (0463)
Location Outside of Tucson
Position Summary

Based in Safford, Arizona, and located on Mt Graham, the Large Binocular Telescope Observatory (LBTO) seeks candidates for the position of Administrative Assistant. The Large Binocular Telescope represents a major advance in astronomical research capabilities and is the largest optical/infrared telescope in the world.

We seek a highly motivated individual with the ability to set priorities, handle multiple projects, and have a high degree of computer proficiency. The successful candidate will be required to display initiative, professionalism, and an ability to work and communicate as part of our team. The selected candidate will report to the LBT Observatory Manager or designate at the telescope. They will normally work four 10 hour weekdays at the telescope on Mt Graham. Candidates must be able to perform their duties at an altitude of 10,500 feet and travel up and down the mountain each day in a car pool from base camp.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities

• Provide professional and effective customer service with all interactions.
• Serves as the first point of contact for staff and the public.
• Screens and directs phone calls to the appropriate staff member and assists customers when necessary.
• Maintains various calendar(s) for assigned staff and prioritize and arrange meetings and appointments; prepares background meeting materials as needed.
• Ensures office operations are efficient and in compliance with department policies and procedures.
• Learns and follows established UA and LBTO policies and procedures to complete work and to respond to inquiries, from a variety of sources, based on the established policies.
• Provides administrative support for the Safety Manager and the Observatory Manager.
• Maintains record system for training, inspections, work permits, etc.
• Keeps office files organized and up-to-date.
• Updates documents for the observatory management system with administrative changes
• Assist Program Coordinator with orders and maintenance of inventory of office and housekeeping supplies, as well as maintenance materials and tools requested by staff.
• Updates the chemical safety datasheet system.
• Facilitates training programs for new and existing staff.
• Prepares expense and travel reimbursements and travel authorizations for staff to submit to the LBTO Business office for processing and authorization.
• Perform other duties as assigned.

Knowledge, Skills, & Abilities

• Computer literacy for electronic documentation retrieval and modification.
• Skilled in developing and maintaining good working relationships.
• Flexible in responding quickly and positively to shifting demands and opportunities.
• Good knowledge of office and administrative procedures and policies.
• Ability to handle multiple projects.
• High organizational skills.
• Ability to problem-solve and make decisions.
• Ability to effectively communicate.
• Ability to work independently and as part of a team.

Minimum Qualifications

• Ability to drive according to the University Fleet Safety Policy.

• Able to perform duties at an altitude of 10,500 feet and travel up and down the mountain each day in a car pool from base camp.

Arizona Board of Regents Minimum Qualifications

Four years of directly related experience; OR, a Certificate in Secretarial Science AND three years of directly related experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications

• Highly self-motivated with the ability to work independently.
• Proficient with MS Office (Word, Excel, MS Outlook, etc.) or comparable software
• Ability to operate basic office equipment.
• Detail-oriented.

Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay TBD
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24262
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

ggardner@lbto.org

Open Date 11/16/2017
Review Start Date 11/21/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings http://uacareers.com/postings/23178
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • ArizonaDiversity.com
    • Careerbuilder.com
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • HigherEdsJobs.com
    • Hispanic Outlook in Higher Education
    • Indeed.com
    • InsideHigherEd.com
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Do you have four years of directly related experience, or a Certificate in Secretarial Science AND three years of directly related experience, or any equivalent combination of experience, training and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents